Prepayments

Lincoln University requests that departments select vendors who accept purchase orders. However, if the vendor does not accept purchase orders and requires a prepayment, Purchasing must be notified, and formal verification will be made. If it is verified that the vendor does not accept purchase orders, the following steps must be followed:

• Submit a Request for Check Form to Accounts Payable along with an estimate of the total costs.
• Pick up the check from the Cashier's Office.
• Take a copy of Lincoln University's tax-exempt letter to a vendor when making the purchase. The tax-exempt letter is available at Accounts Payable, the Cashier's Office, and the Office of the Controller.

NOTE: Failure to use the University’s tax-exempt letter may result in state sales tax being charged on a purchase. Lincoln University is a tax-exempt organization, and sales tax is not reimbursable by the University. The requester will be responsible for any taxes paid.

Employees should provide the University’s tax-exempt letter to vendors at the time of purchase. If you do not have a copy of the tax-exempt letter, it may be obtained from the Cashier’s Office or requested by emailing Accounting@LincolnU.edu.

• If there is any unused cash remaining from your purchase, return funds to the Cashiers within one working day. The Cashiers will provide you with a cashier's receipt.
• Within one week from receipt of check, submit the original vendor receipts along with the cashier's receipt of unused cash from the Cashiers (if applicable) directly to the Accountant I-AP in Young Hall: Room 204.

NOTE: Do NOT leave these receipts with the cashier or place them in the Accounts Payable inbox.